Student Fees and Refunds - Domestic - Wintec

EX B – 6 / 01 (B)Principles andProcedures:Student Feesand Refunds -DomesticCategory: Financial Policy Number: EX B – 6 / 01 (B)Title: Student Fees and Refunds Date Approved: 27 August 2001Prepared by: Manager Financial Services/SEIC Date of Last Revision: 24 June 2010Authorised by: Finance and Audit Committee Next Review Date: June 2011

Section A – Principles and Procedures - DomesticProcedures1.0 Calculation of FeesCalculation of tuition fees will be in accordance with the TEC fundingguide and approved by Wintec Council annually.2.0 Payment of Fees2.1 All students accepted into a programme of study will be sent anEnrolment Offer (excluding tuition fee free programmes) which mustbe signed and returned to Wintec.2.2 On receipt of the signed Enrolment Offer Wintec will send anIndicator of Fees (excluding tuition fee free programmes).2.3 The due date for payment is the start date of the programme.2.4 A late payment fee will apply where fees are not paid within 14 daysof payment due date.2.5 Fee payments can be:• Mailed to the Finance department, Wintec, Private Bag 3036,Waikato Mail Centre, Hamilton 3240, or• Made in person at the Cashier: A Block, City Campus, StudentEnrolment and Information Centre: Avalon Hub, AvalonCampus, Reception area: Te Kuiti Campus or ThamesCampus. Cash, cheque, EFTPOS, credit card, Study Linkloan, on-line and employer invoice facilities are available.• Made on-line using your credit card by logging on to ourStudent at Wintec website at http://enrol.wintec.ac.nz and payby invoice under the Finance heading.2.6 Students who choose not to pay their fees by student loan have theoption to pay semester by semester. The due date for payment is thestart date of the programme per semester. This payment optionmust be arranged by the Finance department, B Block, City Campus.2.7 Once the Enrolment Offer has been signed, the student is liable forWintec fees debt. This liability is not reduced in any way if thestudent does not attend all sessions.2.8 Upon enrolment students are eligible to receive a Student ID Cardwhich gives access to Wintec services, e.g. library, computer labsand entrance to Wintec student car parking (fees still applicable). Iffees are not paid, access will be removed accordingly.© Waikato Institute of TechnologyEX B – 6/01 (B)Page 2 of 5

2.9 If student’s fees are to be paid by a third party, Wintec requires acompleted purchase order or Student Fees Paid by Third Party formavailable on the Wintec website www.wintec.ac.nz/forms.3.0 Non Payment of FeesIf fees have not been paid by the due date stated on the Indicator ofFees, the debt recovery process will begin. This process follows thefollowing steps:-i. Students will be sent a First Fee Reminder on the first day of theirprogramme.ii.iii.iv.Two weeks into the programme a Final Fee Reminder is sent,advising the student may incur a late payment fee.Two weeks after the Final Fee Reminder letter, a debt collectionreferral letter is sent, advising that immediate payment is required,to avoid the debt being placed with debt collection agency.If payment is not made immediately any outstanding debt will beplaced with a debt collection agency.Note: Any students accepted late into a programme and enrolled intocourses after they have started will need to pay their fees withinone week after which the debt recovery process will begin.The impact of non-payment of fees may include the followingconsequences:-· No further access to class· Work will not be marked· All results will be withheld· Qualifications will not be awarded· Further enrolments will not be accepted· Academic records will not be transferred· Access to student services such as library and computer will beremoved4.0 Withdrawals and Refunds4.1 If a student wishes to withdraw from any Wintec programme orcourse, they must notify Wintec in writing by completing a Change toEnrolment or Withdrawal (EDC2W) form. This is available from theStudent Enrolment and Information Centre, and is also included inthe Enrolment Guide, available on the Wintec websitewww.wintec.ac.nz/enrolmentpack© Waikato Institute of TechnologyEX B – 6/01 (B)Page 3 of 5

4.2 Students receiving a student loan or allowance and withdrawing fromcourses must contact Study Link 0800 889 900 or e-mail:Studylink@msd.govt.nz - immediately.4.3 Students will receive a full refund if Wintec cancels a course.4.4 A full refund of tuition fees will only apply if the date of withdrawaloccurs before 10% of the programme or course duration haselapsed. The date of withdrawal is the date that Wintec receiveswritten notification of the withdrawal.4.5 Refunds of departmental fees (i.e. independent activity fees, sundryfees) are at the discretion of each Head of School.4.6 After 10% of the programme or course, a refund will only beconsidered for medical or compassionate circumstances beyond thecontrol of the student.Supporting documentation must be provided (e.g. medical certificate)to the Head of School. A recommendation will be made to the Deanfor refund approval.4.7 An administration charge is withheld from the amount refunded.There will be no administration charge if students are transferring toanother programme or course within Wintec.4.8 Students may not withdraw after 75% of the programme or course,except for medical or compassionate circumstances as outlinedabove.4.9 If a student’s fee has been paid by a recognised third party (includingstudent loan), any refund will be paid back to the third party unlessthe student produces written authority from the third party authorisingthe payment direct.4.10 The Chief Financial Officer has the authority to vary criteria in specialcases, e.g. sudden death of a student. Any other request for refundof fees must be approved by the Head of School or Dean and sent tothe Chief Financial Officer for approval.4.11 Any credit balance up to $10 will be written off on completion of thestudent’s programme, or at the end of the year whichever is theearliest.© Waikato Institute of TechnologyEX B – 6/01 (B)Page 4 of 5

Section B – Associated Information1.0 DefinitionsFees paid by students comprise the following:Tuition fees:The base fee is calculated for each course for domestic students byapplying the course factor to the per EFTS fee.Independent activities:A compulsory charge calculated at course level by a School for aconsumable or service over and above what can be expected to beincluded in course materials. For each charge to a student there is anequal value cost to a School; however the value of the total fee mustcomply with TEC requirements.Students Association:A fee charged on behalf of the Students’ Association and calculated on acourse basis. Students’ Association fees are approved by Council.Other charges:Other miscellaneous charges may be made from time to time and arepublished on the Wintec website www.wintec.ac.nz/fees2.0 References2.1 Education Act 19892.2 Academic Regulations2.3 Student handbooks/brochures2.4 Guidelines for refunds and withdrawals2.5 Tertiary Funding Guide2.6 Enrolment Guide2.7 Change to Enrolment or Withdrawal (EDC2W) form.Refer Part A (Policy)© Waikato Institute of TechnologyEX B – 6/01 (B)Page 5 of 5